Export Tally to Excel

Using the Export feature you can export Tally.ERP 9 data to Excel. Data exported to Excel can be e-mailed as an attachment, used to generate graphs for better presentation and further analysis.

Go to Gateway of Tally > Balance Sheet

1. In the Balance sheet screen click E : Export or press Alt+E.
2. Select the required language from the list of Languages displayed.
3. Select a format from the list of Formats displayed.
4. By default, the exported file will be stored in C:\Program Files\Tally.ERP 9 for Windows 7 and C:\Tally.ERP 9 for Windows XP operating systems
5. Press Enter to accept the default Output Filename or type the filename of your choice in order to save the file with a different name.
6. Press Enter to accept the default Output Sheet Name.
7. To update the existing file select Yes in Update Existing File.
8. To format the contents of the file select Yes in Excel (Spreadsheet) formatting.
9. Select Yes for the Field with Colour, to retain the background colour in the exported file.

9. Accept to export the Balance Sheet to an excel file.

The exported file is saved in the default Tally.ERP9 or the specified folder, you can use this file for further analysis.

Export Data from Masters in Tally.ERP 9

With the Export feature of Tally.ERP 9, you can export Tally.ERP 9 data using the available formats. The exported data can be used by other programs. To export the Masters from Tally.ERP 9 execute the following steps:

Go to Gateway of Tally > Display > List of Accounts

1. In the List of Accounts screen press E : Export.
2. Select the Language in which you want the data to be exported.
3. Select a format from the list of Formats available.
4. Press Enter to accept the default Output Filename. In case you want to save the file in another folder then type the desired path and filename.

5. Accept to export the Masters to a XML format file.

The exported file is saved in the default Tally.ERP9 folder or the specified folder.

Export Formats Available In Tally.Erp9

The Export functionality available in Tally.ERP 9 allows the user to export data or report in any one of the standard available formats. Tally.ERP 9 allows the user to select the required format before exporting the data and based on the format selected the user needs to specify the resolution, page size and formatting.

Tally.ERP 9 also allows you to export the data in non-editable formats such as JPEG and PDF formats. The JPEG format has the with dual facility, where the user can store the file in printable format or as an image.

ASCII (Comma Delimited)

By selecting the ASCII (Comma Delimited) format, the user can export all the reports or data from Tally.ERP 9. The data exported is converted to plain text separated with commas and stored in a file with the extension .txt. This file format is widely used for emailing and used for importing data into another company using Tally.ERP 9

Excel Spreadsheet

The user can export data and reports generated in Tally.ERP 9 to Excel by selecting the Excel (Spreadsheet) format. The report or data is put in columns and the file is saved with the extension .xls. Tally.ERP 9 also gives the user an option to export data with formatting and background colour as it appears in Tally.ERP 9. The user can set the formatting and background colour in the Report Generation screen. The Excel file can be emailed as an attachment and also used to generate graphs for better presentation.

Note: Export to Excel is compatible with Microsoft Office 97 or higher versions only.

Tally.ERP 9 exports the data faster when Excel (Spreadsheet) Formatting is set to No

HTML (Web Publishing)

On selecting the HTML (Web Publishing) format, Tally.ERP 9 exports the data in HTML format retaining the colours and formatting. The file name has an extension .htm, It can be sent as an attachment and read using an internet browser. It is recommended to choose a higher resolution for better quality output.

JPEG (Image)

On selecting this format the specified report is exported as an image file which is stored with an extension .jpg in the specified folder. The image file generated is non-editable, platform independent and supports the highest level of compression. The user needs to specify the paper orientation and paper size, opting to store the report on a User defined or customised paper size, the user is required to specify the page width and height in millimeters. This image file can be mailed as an attachment to a recipient, viewed using an image viewer and printed.

PDF (Portable Document Format)

The report is converted to a portable data format document which is independent of the application software, hardware and operating system. This document can be viewed using the Adobe Acrobat Reader commonly known as the PDF Reader. On exporting the data using PDF format, the file is stored in the specified location and assigned the extension .pdf. While configuring the system to export data to PDF it is necessary for the user to specify the paper orientation and paper size. On opting to store the report with User defined or customised paper dimensions, the user is required to specify the page width and height in millimeters. This PDF file can be mailed as an attachment to the desired recipient and viewed using the Adobe Acrobat reader or PDF reader.

XML (data interchange)

Extensible Markup Language (XML) is an extension of HTML. Using XML, data can be imported by other systems. An XML file from Tally.ERP 9 has an XML envelope and formatted with XML tags to enable import into other systems. The destination system requires re-formatting of XSLT (XML Style Sheets) based on the inherent style used in Tally before importing the data. When two systems are running different versions of Tally, XML data can be directly imported using the import menu option, without re-formatting.

Note :Data stored in Tally 7.2 can be exported to Tally 9 or Tally.ERP 9. However data stored in Tally 9 or Tally.ERP cannot be exported to Tally 7.2.

The exported files an any of the selected format are stored in C:\Tally.ERP 9 for Windows XP and C:\Program Files\ Tally.ERP9 for Windows 7 operating system.

Checking Auto Backup Status

Auto Backup Status displays the list of companies whose data is backed up at a common location and the number of entries pending for backup from each company. This report also displays the path of backup and the number of companies off-line. On completing the auto backup the status is set to complete.

To access the Auto Backup Status report

• From Gateway of Tally > F3: Company Info > U: Auto Backup Status

The Auto Backup Status screen appears

Restoring Tally.ERP9 Back Up Data

Restore means return to the original, usable and functional condition. The Restore functionality allows you to restore the data backup taken earlier.

The existing Restore utility is enhanced with an additional capability to restore data backup of multiple companies taken using the Auto Backup feature. The backup of multiple companies is stored in a single file named TABK.900 in the user defined path provided while configuring auto backup.

While restoring the auto backup data, Tally.ERP 9 displays the backup version followed by the last update time. This allows the user to select and restore the latest backup.

The user must ensure the following points before restoring data backup:

1. Do not restore old or irrelevant data.
2. Do not restore data from a damaged media.
3. Do not restore data in the same folder as the existing data, since it may overwrite the existing data.

To restore the back-up taken on another media, execute the following steps:

Go to Gateway of Tally > Press Alt + F3 or click F3: Cmp Info

The Company Info menu appears

• Select Restore.

The Restore Companies on Disk screen appears, enter the following details

1. Destination – is the path or the folder where data backup needs to be restored.
2. Source – is the folder or path where data backup file or auto backup files for multiple companies are stored. The path specified can be on the same storage device/external storage device or a storage device on the network.

Note: The last provided source and the destination paths are populated and displayed.

Restore

In the BackUp section

• Select the required company or companies from List of Companies displayed to restore the data or select All Items to restore data of all the companies available.

Note: To restore Auto Backup of multiple companies, select End of List in Name of Companies under Backup.

6. Accept to continue restoring the data backup.

The Restoring Companies screen displays the status of data being restored.

Restore Auto Backup

On entering the Destination and Source, the Restore Companies on Disk appears as shown

In the Auto Backup section

• Select the required company or companies from List of Companies displayed.

The List of Auto Backup Versions appears as shown

• Select the required Version of backup

Similarly, select the required companies from the List of Companies displayed and select the required backup Version from the List of Auto Backup Versions.

• Select End of List to complete the selection of companies

Or

• Select All Items to restore the latest backup versions of all the available companies
• Accept to restore the auto backup of selected or all companies

The Restoring Companies screen displays the status of data being restored.

Tally Erp.9 Back up of data

Back up of data can be carried out by executing the following steps:

Go to Gateway of Tally > Press F3: Company Info or Press Alt+F3

1. Select Backup
2. In the Backup Companies on Disk screen, by default the cursor is at Name of Company, press Backspace to change the Source or the Destination.
3. Source – it is the source folder that contains data for which backup has to be taken, by default it is the Data folder of Tally.ERP 9
4. Destination – it is a folder or an external device (pen drive/Portable Hard Disk etc.,) connected to the same or another computer where the data backup has to be stored.

3. Select the companies whose backup has to be taken from the List of Companies displayed, then select End of List to complete the selection or select All Item to backup all the companies available in the respective data folder.

4. Accept to continue taking the backup
5. The Backing up Companies screen appears displaying the name of the company being backed up and the percentage completed.

The backup file TBK900.001 is stored in the specified folder.

Note : While taking a backup, if the List of Companies contains one or more TallyVaulted companies, then Tally.ERP 9 allows the user to select a single TallyVaulted company at a time.

Basic Accounting For Tally